Microsoft Outlook Calendar

What is Outlook Calendar Integration about?

The Microsoft Outlook Calendar integration with Factorial keeps employee availability perfectly aligned by automatically syncing approved time off, company holidays, and key events directly into Outlook calendars. This ensures everyone always knows who is available, without the need to check Factorial separately.

Why connect Outlook Calendar with Factorial?

Managing time off across tools can lead to confusion, double-booking, and missed context. This integration removes friction by ensuring Factorial remains the single source of truth, while Outlook Calendar becomes the daily operational view for employees and managers.

With this integration, time off approved in Factorial is automatically reflected in Microsoft Outlook as Out of Office, giving full visibility across teams and departments.

Key benefits

• Always know who is available See colleagues’ availability directly in Outlook when scheduling meetings
• Improved time management View time off, holidays, and company events in one central calendar
• Automatic synchronisation Approved data flows from Factorial to Outlook with no manual updates

How the integration works

• Employee time off approved in Factorial is automatically synced to their Microsoft Outlook Calendar
• Time off appears in Outlook as Out of Office (leave type)
• Please note that sick leave is considered sensitive information so will not be exposed on the leave type
• Employees can also see other employees’ time off status directly in Outlook
• The sync is based on the employee’s email address configured in their Personal Information in Factorial

Factorial remains the system of record, ensuring accuracy and consistency.

What data is synced

• Employee time off (approved absences), holidays, sick leave, parental leave & public holidays
• Company holidays and events (if configured in Factorial)

Setup & permissions

Setting up the integration is quick and managed primarily by administrators, but here is how the connection works:

Admin Activation: An admin connects Factorial to Microsoft via the Factorial Marketplace. (here)

Authentication: The system uses the Microsoft Graph API for a secure, seamless connection.

Automatic Updates: Once connected, any edits or cancellations you make to your leave in Factorial will automatically update your Outlook calendar.

Required Microsoft permissions:

• Read employees data
• Read absences data